Overview

Administrative Support Assistant (HIMS) Job at US Department of Veterans Affairs in El Paso, TX

Job Description

Duties

Summary

The incumbent provides technical and clerical assistance o the Health Information Management Service (HIMS) Chief, who is responsible for administrative and technical programming of all areas within HIMS program.

Responsibilities

Frequent personal, written, and telephonic contacts with Veterans and their families, service supervisors, professional staff, administrative staff, and personnel from other VA facilities, as well as representatives from other Federal and private agencies. Screens calls and receives all visitors for the Program Manager, and refers only those matters requiring the manager’s attention.

Personally handles many requests for information and refers a variety of issues and questions presented by HIMS staff members and callers/visitors to the appropriate staff within or outside the program.

Performs work involving the collection, compilation and/or tracking of data and statistical information in support of an organization’s program operation. Establishes a tracking system of all reports received and assists in compilation of data for reporting purposes.

Maintains and revises relevant government manuals, circulars, interim issues and letters as needed. Assists in the planning, development. Implementation and evaluation of policies and procedures as they relate to HIMS. Updates and revises these policies as well as the policies and procedures within each section of HIMS as necessary and implements new policies when required.

Assists manager and supervisors in the development of appropriate electronic reporting and monitoring tools as it relates to HIM functions and performance. Prepares monthly, quarterly, and annual reports following a strict time schedule for completion. Assists the HIMs Chief with performance reviews, memorandum etc as requested.

All other duties as assigned.

Work Schedule: Monday – Friday 8:00 a.m. to 4:45 p.m.

Telework: Not available

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant (HIMS)/PD801100

Relocation/Recruitment Incentives: Not authorized

Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

Job family (Series)

0303 Miscellaneous Clerk And Assistant

Requirements

Requirements

Conditions of Employment

You must be a U.S. Citizen to apply for this job

Selective Service Registration is required for males born after 12/31/1959

You may be required to serve a probationary period

Subject to background/security investigation

Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/28/2020.

You may qualify based on your experience and/or education s described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge and skill in the use of computer software programs equivalent to Microsoft Excel, Outlook, and Word processing, etc., to prepare reports and correspondence, to establish, maintain, and manipulate databases, spreadsheets, track initiatives, utilize Email and maintain calendars and schedules. OR,

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have at least 4 years of education beyond high school. OR,

Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 Semester hours.

You will be rated on the following Competencies for this position:

Administration and Management

Customer Service

Database Management Systems

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

For more information on these qualification standards, please visit the United States Office of Personnel Management’s website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee’s credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM’s Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the “Who may apply” eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Background checks and security clearance

Security clearance

Other

Drug test required

No

Position sensitivity and risk

Non-sensitive (NS)/Low Risk

Trust determination process

Required Documents

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

Resume

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50’s (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Cover Letter

DD-214/ Statement of Service

Disability Letter (Schedule A)

Disability Letter (VA)

OF-306

Other (1)

PCS Orders

Performance Appraisal

Professional Certification

Proof of Enrollment

Proof of Marriage Status

Resume

Separation Notice (RIF)

SF-15

SF-50/ Notification of Personnel Action

Transcript

SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):

Most recent SF-50 if you are a current or former Federal employee

An SF-50 showing your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade

Award 50’s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.

Examples of appropriate SF-50’s include:
Within grade increases at the highest grade held; or

Promotions with an effective date more than one year old; or

SF-50’s at the highest grade held with an effective date more than one year old.

Veterans’ Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 “Application for 10 Point Veteran Preference” with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans’ Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Benefits

Benefits

A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Help

This job is open to

Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a “surplus” or “displaced” employee.

Federal employees – Competitive service

Current or former competitive service federal employees.

Federal employees – Excepted service

Current excepted service federal employees.

Individuals with disabilities

Military spouses

Special authorities

Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.

Veterans

Clarification from the agency

Current/permanent VA or CTAP eligible candidates must apply on announcement CAZM-10933259-21-MJ.

About Company

Company: US Department of Veterans Affairs

Company Location:  El Paso, TX

Job Category:

About US Department of Veterans Affairs